Become a UO Vendor: Vendor Setup
Each vendor who conducts business with the university must be activated, or set up, in the university’s accounts payable system. This process is relatively simple and requires a current UO Substitute W-9 form or an original W-8 form as well as supporting documentation.
Please note: If the W8/W9 is digitally signed, the certification of the digital signature must also be submitted, or the form will be rejected.
Because W-8 and W-9 tax forms contain sensitive data, this information may not be collected or shared using email. Instead, vendors working with ASUO Student Organizations should submit their completed W-8 or W-9 securely to the Student Organization Financial Support OneDrive drop folder.
OneDrive Drop Folder for Completed W-9 or W-8
Vendor Payment Options
Paper Checks
A paper check is a traditional form of payment. UO checks are valid for six months from date of issuance. Payments using paper checks are mailed to the address listed on the vendor’s W-9 or W-8.
- Paper check payments may be issued to individuals or vendors.
- Foreign individuals or entities may request that paper checks be sent to an alternate mailing address instead of the permanent address listed on their W-9 or W-8.
- The university cannot send paper checks to any vendors or individuals in Australia.
- Foreign individuals or entities who cannot receive a paper check or who are in Australia should request an Outgoing Wire Transfer.
Direct Deposit (ACH)
Individuals may receive re-occurring payments from the University of Oregon electronically deposited into their checking or savings account.
- ACH is only available to individuals. All other vendors who are companies can sign up for the Single Use Account/SUA virtual credit payment program. Alternately, they may receive their payment by check.
- An individual who will be receiving recurring payments may complete the UO Vendor Direct Deposit (ACH) Authorization Form and submit it to the secure One Drive Drop Folder linked above, or mail/fax it to the address on the form.
- All other vendors who are companies may sign up for the Single Use Account/SUA virtual credit payment program which allows vendors to receive payment through a secure electronic method of instead of by Direct Deposit (ACH).
UO Vendor Direct Deposit (ACH) Authorization Form
Single Use Account/SUA
Single Use Accounts/SUA is a form of secure electronic payment available to vendors who are companies (not individuals). It is best used by vendors who have re-occurring payments.
- The university no longer offers Direct Deposit (ACH) for vendors who are companies.
- This form of payment produces a “check number” like a paper check, but instead of a paper check, the payment is sent to JP Morgan’s Single Use Account (SUA) virtual Card Payment Program.
- For more information or to set up SUA, please inquire with Student Organization Financial Support.
Outgoing Wire Transfer
Wire transfers are used to transfer a payment to a foreign person or entity when there is no other way to pay them.
- This is not a common form of payment.
- Only under unusual circumstances are wire transfers used to pay domestic (U.S.) vendors.
- For more information, please inquire with Student Organization Financial Support.
University of Oregon Tax Information
The University of Oregon has one Federal Taxpayer Identification Number: 46-4727800
Other Vendor Resources
Service Contracts and Student Organizations
Student organization leaders (university students) are not eligible to enter into agreements on behalf of the university. Instead, student leaders bring the terms of a pre-negotiated agreement to Student Organization Financial Support and this service center coordinates the creation and execution of the agreement on behalf of the student organization.
To initiate a service agreement, a student leader submits a request to the service center at least six (sometimes four) weeks prior to the date of the activity.
Service providers and vendors who wish to establish a legal agreement with the university on behalf of a student organization should know:
- ASUO-Recognized Student Organizations are not independent entities from the University of Oregon. Agreements and contracts for student organization activity must include the approval of an authorized representative of the University of Oregon.
- Any agreement created on behalf of a student organization will list the University of Oregon as the legal entity. Agreements and contracts must be requested at least four weeks in advance of the activity in order to be fully executed (signed by an authorized university representative) before the activity date. Certain types of agreements must be requested six weeks in advance.
- The two most common types of service contracts include a purchase order for service, a personal service contract, or a sponsorship agreement.
- Services occurring over multiple days (speaking, performance, artwork, similar) require the completion and submission of an Independent Contractor Certification Statement.
- Payment for services performed through a service contract will include the university’s standard payment protocol: payment will be issued to vendor within 30 days of receipt of confirmation of service being performed (or, in some situations, receipt of invoice). Only in rare situations will service providers working with student organizations be paid for any portion of their services in advance.
- The amount paid to the provider will be inclusive of all travel, lodging, meal, parking, or other incidental costs. Under no circumstances will Student Organization Financial Support arrange travel, lodging, meals, parking, or incidentals on behalf of service providers.
- Payments to foreign entities and international individuals are subject to tax withholding.
- Certain types of agreements may be paid for with a university credit card. For these situations, Student Organization Financial Support will arrange the payment on behalf of the student organization.